UIPL01-06_Ch1_508.pdf

ETA Advisory File Text

RESCISSIONS None EXPIRATION DATE June 30 2007 CLASSIFICATION UI CORRESPONDENCE SYMBOL OWS DPM U. S. Department of Labor Employment and Training Administration Washington D.C. 20210 DATE August 2 2006 ADVISORY UNEMPLOYMENT INSURANCE PROGRAM LETTER No. 1-06 CHANGE 1 TO STATE WORKFORCE AGENCIES FROM EMILY STOVER DeROCCO s Assistant Sec retary SUBJECT Collection of Data on the Facilitation of Reemployment of Unemployment Insurance UI Benefit Recipients 1. Purpose . To provide new instructions to State Workforce Agencies SWAs on use of the National Directory of New Hires NDNH to obtain reemployment data for the Employment and Training Administration ETA 9047 report and to provid e additional guidance on general reporting issues. 2. References . Unemployment Insurance Program Letter UIPL No. 1-06 October 6 2005 ET Handbook No. 401 3rd Edition ET Handbook No. 402 4th Editi on Change 9 May 4 2006 . 3. Background . UIPL No. 1-06 provided implementation instructions to the SWAs for providing baseline reemployment data by March 31 2006 and initial guid ance on use of the NDNH and the Wage Record Interchange System Distributive Data Base Index WRIS DDBI to obtain reemployment data for subsequent ETA 9047 reports. States that do not yet crossmatch with the NDNH will continue to use their wage record files to obtain data on intrastate employment as discussed in U IPL No. 1-06 and the WRIS DDBI to obtain out-of-state reemployment data. On May 8 2 006 the U.S. Department of Labor DOL National Office conveyed instructions on the use of the WRIS DDBI to the Regional Offices and requested that these instructions be relayed to the SWAs. The Office of Child Support Enforcement OCSE Administration for Children and Families U. S. Department of Health and Human Services HHS consulte d with - 2 - DOL and state agencies participating in the NDNH crossmatch to develop procedures that will support the use of the NDNH for multiple purposes including the collection of reemployment data UI payment integrity and locating individuals with outstanding UI overpayments. On May 3 2006 HHS issued an e-mail to SWAs informing them of changes in the SWA match with the NDNH and modifications of the SWA Input Detail Record Attachment B to allow states to specify the Quarterly Wage QW records they want to match by Social Security Number SSN . The modification also includes a Passback Data field that states can use to specify the type of record submitted for NDNH crossmatching and that will be returned on the SWA QW Output Detail Record Attachment C to the states. The modifications to the attached record specifications are highlighted in the Comments column. Because states can use the NDNH crossmatch for purposes other than the collection of reemployment data states must follow the detailed instructions in Attachment A to assure that records submitted for NDNH crossmatching are properly identified as reemployment data. These procedures supercede the procedures discussed in UIPL No. 1-06 Attachment section 5 a . 4. Additional Guidance . a. Implementation . States participating in the NDNH match should use the procedures discussed in this advisory for the ETA 9047 report due November 30 2006 reemployment of UI beneficiaries receiving first pa yments during the January March quarter 2006 matched against the April June 2006 quarterly wages . A schedule for submitting SSNs to HHS OCSE for the QW match is provided in section 10 of Attachment A. States not participating in the NDNH must use the WRIS to obtain reemplo yment data for out-of-state employers. States that do not participate in eith er the WRIS or NDNH must inform their Regional Administrator by August 31 2006 of the estimated date by which the state will begin to access the WRIS or NDNH for purposes of collecting reemployment data for the ETA 9047 report. b. Report Date . The report date field in the ETA 9047 report rptdate refers to th e ending date of the quarter during which UI beneficiaries received their first payments not the ending date of the quarter during which UI beneficiaries received wages. c. ASCII File Format . The ASCII file format displayed on page A-5 in the Attachment to UIPL No. 1-06 section 5 a has been superceded by the ASCII file format ET Handbook No. 402 4th Edition Change 9 p. B-23. - 3 - d. Record Retention . The general reporting instructions in ET Handbook No. 401 3rd Edition regarding record retention source data supporting coun ts should be retained for at least three years applies to all data files created by the SWA or received by the SWA from OCSE HHS that are used to obtain the counts re quired for the ETA 9047 report. 5. Action Required . State Administrators are requested to 1 provide the above information to appropriate staff and 2 provide the information reques ted in section 4 a concerning state participation in the WRIS or NDNH to the approp riate Regional Administrator for Employment and Training. 6. Inquiries . SWAs should direct technical questions regarding the SWA Input Detail Record or the SWA QW Output Detail Record or questions involving NDNH da ta submission procedures to their State Technical Support Liaison. A list of liaisons is available at the following Web site http www.acf.hhs.gov programs cse newhire contacts fcrtscontacts.htm . SWAs should direct questions regarding ETA 9047 data collection and repo rting issues to Andrew Spisak via telephone 202-693-3196 fax 202-693-3975 or e-mail spisak.andrew dol.gov . 7. Attachments . A. Procedures for Collecting ETA 9047 Data Through the NDNH B. SWA Input Detail Record C. SWA QW Output Detail Record Attachment A A-1 Procedures for Collecting ETA 9047 Data Through the National Directory of New Hires NDNH 1. Passback Data . State Workforce Agency SWA Input Detail Records Attachment B submitted to the NDNH for quarterly wage matching for reemployment must be identified in the Passback Data field. This is a 20-character alphanumeric field used to specify the type of record submitted to the NDNH. States must also use the Passback Data field to distinguish Unemployment Insurance UI first payment recipients who are not exempt code 0 or exempt code 1 from the state s active work search requirements as of the week ending date of the first week compensated that is the week ending date of the claimed week for which the first payment was issued . If no active work search requirement exists in state law or practice the state will identify those claimants who are exempt for whatever reason from the state s requirement to register for labor exchange services. States can use any 20-character alphanumeric code in this field to uniquely identify the purpose Employment and Training Administration ETA 9047 report data and record type exempt non-exempt . For example the code ETA 9047 0 in this field specifies that the record was submitted to obtain reemployment data for a non-exempt UI first payment recipient. The code entered by the state will be returned on the corresponding output match detail or error record. 2. W-4 Match Indicator . This field indicates if a state wants to match the submitted Social Security Number SSN to NDNH W-4 new hire data. Records s ubmitted for the ETA 9047 reemployment data crossmatch must contain an N this field do not match the SSN to NDNH W-4 data. 3. Quarterly Wage QW Match Code . For records submitted for the ETA 9047 reemployment data crossmatch this field must contain code R QW matching is requested based on Reporting Period see below . 4. QW Same State Data Indicator . This field indicates if the submitting state is requesting QW data that it submitted to the NDNH. For records submitted for the ETA 9047 reemployment data crossmatch this field must contain code Y return matches where the state submitting the SWA Input Detail Record is the sa me as the QW submitting state. 5. QW From Reporting Period and QW Through Reporting Period . These fields specify the QW reporting quarters that will be crossmatched with format QCCYY. Valid quarter Q values are 1 2 3 or 4. In the U. S. Department o f Health and Human Services HHS coding scheme CC designates the first two digits of the Attachment A A-2 year requested. For example to request matches with QW records for the first quarter of 2006 the QW From Reporting Period and QW Through Reporting Period will be coded 12006. The QW Match Code must be R . The crossmatch will be performed for QW records from the quarter specifi ed in the QW From Reporting Period forward. If the QW From Reporting Period contains spaces or an invalid date and the QW Match Code is R all QW records will be crossmatched dependent upon the QW Through Reporting Period. If QW Through Reporting Period contains spaces or an invalid date and the QW Match Code is R all QW records will be crossmatched dependent upon the QW From Reporting Period. Because the ETA 9047 reemployment data is collected only for the quarter subsequent to the quarter in which the beneficiary received his her first UI payment the QW Through Reporting Period for records submitted for the Q W crossmatch must specify the same quarter as the QW From Reporting Period. 6. SWA QW Output Detail Record . Results of the crossmatch will be returned to the state with the SWA QW Output Detail Record Attachment C . Records submitted for the ETA 9047 reemployment data crossmatch will be identified with the code used by the state in the Passback Data field. 7. Counting Rules for the ETA 9047 Report . If the Employer State Code in the SWA QW Output Detail Record is the s ame as the SWA submitting the reemployment data on the Input Detail Record the record will be included in the count of intrastate crossmatch hits reported on the 9047 report. States will have to use the information coded in the Passback D ata field to identify exempt and not exempt UI beneficiaries. If the Employer State Code in the SWA QW Output Detail Record is not the same as the SWA submitting the reemployment data on the Input Detail Rec ord the record will be included in the count of interstate crossmatch hits reported on the 9047 report. States will have to use the information coded in the P assback Data field to identify exempt and not exempt UI beneficiaries. If the Employer State Code in the SWA QW Output Detail Record is blank and the Employer Foreign Country is coded the record will be included in th e count of interstate crossmatch hits reported on the 9047 report. States will hav e to use the information coded in the Passback Data field to identify exempt and not exempt UI beneficiaries. Attachment A A-3 If both the Employer State Code and the Employer Foreign Country in the SWA QW Output Detail Record are blank the record will be included in the count of intrastate crossmatch hits reported on the 9047 report. States will hav e to use the information coded in the Passback Data field to identify exempt and not exempt UI beneficiaries. 8. Multiple Matches . For SSNs with more than one match reported on the SWA QW Output Detail Record include only one count for that SSN in the 9047 report regardless of how many matches are reported . If the SSN has more than one intrastate match and no interstate matche s out-of- state or foreign employer the record will be included as a single count in the intrastate crossmatch hits reported on the 9047 report. If the SSN has more than one interstate match out-of-state or foreig n employer and no intrastate matches the record will be included as a single count in the interstate crossmatch hits reported on the 9047 report. If the SSN has one or more intrastate match and one or more interstate match out-of-state or foreign employer the record will be included as a single count in the intrastate crossmatch hits reported on the 9047 report. 9. Zero Wage Matches . SSNs for which the QW Employee Wage Amount reported on the SWA QW Output Detail Record is 0 zero should not be included in either the intrastate or interstate counts reported on the 9047 report but sho uld be included in the count of UI first payment recipients. 10. Schedule . SWAs should submit their Input Detail Records for the QW match to HHS Office of Child Support Enforcement according to the following sch edule. Quarter in which UI First Payment is Issued Quarterly Wage Record File Matched Earliest Date to Submit SWA Input Detail Record to HHS OCSE 1st quarter January 1 - March 31 2nd quarter April 1 - June 30 First week of November 2nd quarter April 1 - June 30 3rd quarter July 1 - September 30 First week of February 3rd quarter July 1 - September 30 4th quarter October 1 - December 31 First week of May 4th quarter 1st quarter First week of August Attachment A A-4 October 1 - December 31 January 1 - March 31 Attachment B Federal Parent Locator Service National Directory of New Hires SWA Data Match March 27 2006 B-1 CHART 2 SWA INPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments Submitter Identifier 1-3 3 A N Required This field uniquely identifies the submitter of the request file and must contain the characters SWA . Record Identifier 4-6 3 A N Required This field must contain the characters MCH . SSN 7-15 9 A N Required This field must contain a nine-digit Social Security number SSN . If this field is spaces contains any alphabetic characters is all zeros all sixes or all nines then the record will be eliminated from the match and notification will be returned on the Output Error Detail Record. Verification Request Indicator 16 1 A N Optional This field must contain one of the following values to indicate if the submitter is requesting verification of the person s SSN and Name combination Y SSN Name verification is requested. Verification will be performed using SSA SSN verification routines. If verification fails the record will be eliminated from the match and the verification result will be returned on the Output Error Detail Record. N SSN Name verification is not requested and the submitter is certifying that this SSN Name combination has been verified using SSA SSN verification routines prior to the match request. Default is Y . Attachment B Federal Parent Locator Service National Directory of New Hires SWA Data Match March 27 2006 B-2 CHART 2 SWA INPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments Person First Name 17-26 10 A Required This field must contain at least one alphabetic character or the record will be eliminated from the match and notification will be returned on the Output Error Detail Record. This field may contain hyphens. Person Middle Name 27-36 10 A Optional This field must contain alphabetic characters or spaces. This field may contain hyphens. Person Last Name 37-56 20 A Required This field must contain at least two alphabetic characters or the record will be eliminated from the match and notification will be returned on the Output Error Detail Record. This field may contain hyphens. Passback Data 57-76 20 A N Optional This field may be used by the submitter for identifying information and will be returned on the corresponding output match detail or error record. W-4 Match Indicator 77 1 A N Optional This field indicates if a state wants to match the submitted SSN to NDNH W-4 data. This field must contain a space or an N . N Do not match the submitted SSN to NDNH W-4 data. A space in this field indicates that the submitted SSN will be matched to NDNH W-4 data. Default is space. Attachment B Federal Parent Locator Service National Directory of New Hires SWA Data Match March 27 2006 B-3 CHART 2 SWA INPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments W-4 Same State Data Indicator 78 1 A N Optional This field indicates if the submitter is requesting W-4 data submitted to the NDNH by their state. This field must contain a space or one of the following values Y - Return matches where the submitter is the same as the W-4 submitting state. N Do not return matches where the submitter is the same as the W-4 submitting state. Default is N . W-4 From Date 79-86 8 A N Optional If this field contains a date in CCYYMMDD format match only W-4 records processed from this date forward dependent upon the W-4 Through Date. If this field contains spaces or an invalid date match all available W-4 records from two weeks prior to the match dependent upon the W-4 Through Date. W-4 Through Date 87-94 8 A N Optional If this field contains a date in CCYYMMDD format and the W-4 indicator is Y match only W-4 records processed through this date dependent upon the W-4 From Date. If this field contains spaces or an invalid date match all available W-4 records dependent upon the W-4 From Date. QW Match Code 95 1 A N Optional This field must contain one of the following values to indicate if the submitter is requesting QW data and the type of match requested N QW matching is not requested. R QW matching is requested based on Reporting Period. Default is N . Attachment B Federal Parent Locator Service National Directory of New Hires SWA Data Match March 27 2006 B-4 CHART 2 SWA INPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments QW Same State Data Indicator 96 1 A N Optional This field indicates if the submitter is requesting QW data submitted to the NDNH by their state. This field must contain one of the following values Y Return matches where the submitter is the same as the QW submitting state. N Do not return matches where the submitter is the same as the QW submitting state. Default is N . QW From Reporting Period 97-101 5 A N Optional If this field contains a reporting quarter in QCCYY format and the QW match code is R match only QW records containing this calendar year reporting period forward dependent upon the QW Through Reporting Period. If this field contains spaces or an invalid date and the QW Match Code is R match all available QW records dependent upon the QW Through Reporting Period. Valid quarter values Q are 1 2 3 or 4. QW Through Reporting Period 102-106 5 A N Optional If this field contains a reporting quarter in QCCYY format and the QW Match Code is R match only QW records up through this calendar year reporting period dependent upon the QW From Reporting Period. If this field contains spaces or an invalid date and the QW Match Code is R match all available QW records dependent upon the QW From Reporting Period. Valid quarter values Q are 1 2 3 or 4. Filler 107-200 94 A N This field must contain spaces. Attachment C Federal Parent Locator Service National Directory of New Hires SWA Data Match March 1 2006 C-1 CHART 5 SWA QW OUTPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments Submitter Identifier 1-3 3 A N This field will contain the data submitted on the Input Detail Record. Record Identifier 4-6 3 A N This field will contain the characters QWM . SSN 7-15 9 A N This field will contain the data submitted on the Input Detail Record. Verification Request Indicator 16 1 A N This field will contain the information used in the match process. Y SSN Name verification was performed. N SSN Name verification was not performed. Filler 17-21 5 A N This field will contain spaces. Person First Name 22-31 10 A N This field will contain the data submitted on the UI record for the NDNH quarterly submission with special characters removed. Person Middle Name 32-41 10 A N This field will contain the data submitted on the UI record for the NDNH quarterly submission with special characters removed. Person Last Name 42-61 20 A N This field will contain the data submitted on the UI record for the NDNH quarterly submission with special characters removed. Filler 62-71 10 A N This field will contain spaces. QW Processed Date 72-79 8 A N This field will contain the date the QW record was processed by OCSE in the Year 2000-compliant format of CCYYMMDD. QW Employee First Name 80-95 16 A N If present this field will contain the Employee First Name as provided on the QW record submitted to the NDNH. QW Employee Middle Name 96-111 16 A N If present this field will contain the Employee Middle Name as provided on the QW record submitted to the NDNH. QW Employee Last Name 112-141 30 A N If present this field will contain the Employee Last Name as provided on the QW record submitted to the NDNH. Attachment C Federal Parent Locator Service National Directory of New Hires SWA Data Match March 1 2006 C-2 CHART 5 SWA QW OUTPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments Non-Verifiable Indicator 142 1 A N This field will indicate if the QW data were returned from Verified or Non-Verifiable files. The valid values are V verified the QW SSN Name combination was verified with SSA. N non-verifiable the QW SSN is valid but verification of the SSN Name combination was not possible because there were not enough characters in the name to perform the verification. Federal EIN 143-151 9 A N If present this field will contain the Federal Employer Identification Number FEIN as reported on the NDNH QW record. Values are 000000001 through 999999999 or spaces. State EIN 152-163 12 A N If present this field will contain the state Employer Identification Number EIN as reported on the NDNH QW record. Values are A through Z 0 through 9 or spaces. Department of Defense Code DOD 164 1 A N DOD only If present this field will contain the information from the QW record submitted to the NDNH. The valid values are A Active duty employees C Civilian employees P Pension Retired employees R Reserve employees Employer Name 165-209 45 A N If present this field will contain the Employer Name as provided on the QW record submitted to the NDNH. Employer Street Address Line 1 210-249 40 A N If present this field will contain the Employer Street Address Line 1 as provided on the QW record submitted to the NDNH. Employer Street Address Line 2 250-289 40 A N If present this field will contain the Employer Street Address Line 2 as provided on the QW record submitted to the NDNH. Employer Street Address Line 3 290-329 40 A N If present this field will contain the Employer Street Address Line 3 as provided on the QW record submitted to the NDNH. Attachment C Federal Parent Locator Service National Directory of New Hires SWA Data Match March 1 2006 C-3 CHART 5 SWA QW OUTPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments Employer City 330-354 25 A N If present this field will contain the Employer City as provided on the QW record submitted to the NDNH. Employer State 355-356 2 A N If present this field will contain the Employer State as provided on the QW record submitted to the NDNH. Employer Zip Code 357-361 5 A N If present this field will contain the Employer Zip Code as provided on the QW record submitted to the NDNH. Employer Zip Code Extension 362-365 4 A N If present this field will contain the Employer Zip Code Extension as provided on the QW record submitted to the NDNH. Employer Foreign Country Code 366-367 2 A N If present this field will contain the Employer Foreign Country Code as provided on the QW record submitted to the NDNH. Employer Foreign Country Name 368-392 25 A N If present this field will contain the Employer Foreign Country Name as provided on the QW record submitted to the NDNH. Employer Foreign Zip Code 393-407 15 A N If present this field will contain the Employer Foreign Zip Code as provided on the QW record submitted to the NDNH. QW Employee Wage Amount 408-418 11 A N This field will contain the gross amount of wages an employer reports paid to an employee during a reporting quarter as provided on the QW record submitted to the NDNH. This field will always be positive when a wage amount is reported. Values are 00000000000 through 99999999999 without decimal. This field is whole dollars only. QW Reporting Period 419-423 5 A N The field will contain the reporting quarter as provided on the QW record submitted to the NDNH in the format QCCYY. Valid quarter values Q are 1 2 3 or 4. Employer Optional Street Address Line 1 424-463 40 A N Employer Optional Street Address Line 2 464-503 40 A N Employer Optional Street Address Line 3 504-543 40 A N Employer Optional City 544-568 25 A N If present this is the address where an employer receives child support wage withholding orders. This is a number street name rural route or post office box city state and zip code. This may be a foreign address. Attachment C Federal Parent Locator Service National Directory of New Hires SWA Data Match March 1 2006 C-4 CHART 5 SWA QW OUTPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments Employer Optional State 569-570 2 A N Employer Optional Zip Code 571-575 5 A N Employer Optional Zip Code Extension 576-579 4 A N Employer Optional Foreign Country Code 580-581 2 A N Employer Optional Foreign Country Name 582-606 25 A N Employer Optional Foreign Zip Code 607-621 15 A N Filler 622-623 2 A N This field will contain spaces. Passback Data 624-643 20 A N This field will contain the data submitted on the Input Detail Record. Filler 644-661 18 A N This field will contain spaces. QW Match Code 662 1 A N This field will contain information that was used in the match. R QW matching was performed based on Reporting Period. QW Same State Data Indicator 663 1 A N This field will contain information that was used in the match. Y - Return matches where the submitter is the same as the QW submitting state. N - Do not return matches where the submitter is the same as the QW submitting state. QW From Reporting Period 664-668 5 A N This field will contain the reporting quarter in QCCYY format as the beginning reporting quarter that was used in the match. Valid quarter values Q are 1 2 3 or 4. Attachment C Federal Parent Locator Service National Directory of New Hires SWA Data Match March 1 2006 C-5 CHART 5 SWA QW OUTPUT DETAIL RECORD Field Name Location Length Alpha Numeric Comments QW Through Reporting Period 669-673 5 A N This field will contain the reporting quarter in QCCYY format as the ending reporting quarter that was used in the match. Valid quarter values Q are 1 2 3 or 4. Filler 674-717 44 A N This field will contain spaces. Transmitter Agency Code 718-726 9 A N If the submitter of the QW record was a federal agency this field will contain the Federal Employer Identification Number FEIN or the FIPS code of the Federal agency that submitted the data to the NDNH. Valid values are the FEIN or the letter A followed by a valid four-digit FIPS code. Transmitter State Code 727-728 2 A N If the submitter of the QW record was a state or territory this field will contain the state or territory that transmitted the data to the NDNH. Valid values are the numeric FIPS code of the state or territory or spaces. Transmitter State or Agency Name 729-786 58 A N This field will contain the descriptive name of the Federal agency or state that submitted the data to the NDNH. Filler 787-1000 214 A N This field will contain spaces.